25 Use Cases of Content Services in 2024

Healthcare technology investment growth

Content services platforms are transforming how organizations manage information. By consolidating documents, emails, invoices, contracts and more into a single platform, content services enable employees to easily find, share, and collaborate on content.

According to IDC, data professionals spend ~37% of their time just searching for information.1 With intelligent search, metadata management, and process automation features, content services can help boost productivity across the enterprise.

In this article, we explore 25 use cases showing how organizations can leverage content services in 2024 and beyond.

Overview of Content Services Platform Capabilities

Content services platforms typically include a core set of capabilities like:

  • Intelligent search
  • Metadata management
  • Collaboration
  • Process automation
  • Security
  • APIs for integration

These features enable use cases across common business functions:

Content Services Platform Components

2

Use Cases in Common Business Activities

Here are some examples of how content services platforms are being used across core business functions:

Enhanced Document Search

Intelligent search capabilities can analyze document contents and metadata to deliver more relevant results. For example, invoice management systems can scan for keywords and categorize invoices based on vendor, date, amount etc. This makes it easier for employees to find invoices and related documents.

Multilingual Content Management

Some content services platforms provide multilingual search, translation tools, and multilingual reporting. This enables global organizations to manage documents and information in multiple languages from one system.

3

Increased Workflow Efficiency

Content services can route documents and data to relevant teams and systems to streamline processes. Platforms also add flexibility to handle new situations or changes to processes.

4

Template Management

Employees can create reusable templates for common documents like contracts, presentations, and reports. Storing templates centrally saves time over recreating from scratch.

5

Contract Management

When multiple parties are collaborating on contract drafting and revisions, a content services platform provides version control and a single source of truth. This avoids duplicate copies and accidental overwrites.

6

Invoice Validation

Content services can scan invoices in standard formats like PDF and validate contents. This helps organizations handle high invoice volumes and ensures accuracy.

7

Email Management

Tools are available to automatically file emails into folders based on sender, content, attachments etc. This reduces email clutter and makes messages easily discoverable.

Mobile and Desktop Content Access

As mobile devices proliferate in the workplace, content services integrate these seamlessly with PCs and back-end systems. Users can securely access and share content from anywhere.

Use of mobile devices has increased

11

Predictive Filing

Platforms can analyze enterprise-wide activity to recommend optimal folders and metadata for filing new documents. This saves employees time on manual filing.

Enhanced Content Security

Antivirus, DLP, rights management and other security tools keep content safe from malware and unauthorized access. This is especially important as remote work increases security risks.

8, 9

External Sharing and Collaboration

Secure portals allow clients, partners, and vendors to access, review, annotate and collaborate on documents. This facilitates entirely digital business processes.

10

Multi-layer Document Editing

Some systems maintain distinct layers for owner changes vs. reviewer comments. This avoids overwriting content and managing separate versions.

Industry-Specific Use Cases

While those are some common use cases, content services also provide value tailored to specific industries and focus areas.

Finance

Fast-growing financial services are investing heavily in digital capabilities like content services.

Financial services digital investments

13

Examples of content services applications:

  • ERP integration – Connect invoice processing with financial planning and accounting systems.

  • Customer lifecycle management – Consolidate customer data from across systems for a unified view.

12

Accounting

Content services are invaluable for accounting teams handling high invoice volumes and wanting to limit manual work. According to McKinsey, 77% of general accounting activities can be automated.

Accounting automation potential

16

Use cases include:

  • Vendor invoice automation – Digitize invoice receipt, routing, approval and posting. Integrate with existing ERPs.

14

  • Auto invoice posting – Reference purchase orders to post invoices automatically.

  • Invoice archiving – Retain invoices digitally for audit and regulatory needs.

15

Human Resources

A top goal for HR teams is improving the employee experience. Content services support this through:

  • Unified employee file management – Centralize employee documents like onboarding paperwork, performance reviews, training certificates etc. Integrate with HRIS systems.

18

  • Policy management – Distribute new guidelines and track acknowledgement. Ensure compliance.

19

Healthcare

Healthcare providers are leveraging technologies like content services to improve patient care and operational efficiency.

Healthcare technology investment growth

20

Use cases include:

  • Compliance with regulations like HIPAA
  • Managing access to patient information
  • Organizing electronic health records
  • Analytics on patient data
  • Tracking medical device locations

For more on technology in healthcare, see here.

Conclusion

As this overview shows, content services deliver value across industries and business functions, with a wide variety of use cases. Intelligent information management platforms are becoming strategic assets that will be key to remaining competitive.

To learn more about how content services can meet your specific needs, contact our technology advisory team. We would be happy to provide recommendations tailored to your organization and use cases.


1 IDC. The State of Data Discovery and Cataloging. January 2018.

2 Vijayaratnam, Nishan, et al. “Choosing the right Content Services Platform – VersaFile.” Versafile, 10 January 2022. Accessed 7 November 2022.

3 “OpenText Translator for Content Suite Platform by Cassia.” OpenText,. Accessed 4 November 2022.

4 “Enterprise Content Management Solutions.” IBM. Accessed 4 November 2022.

5 Templafy: Next gen document generation platform. Accessed 3 November 2022.

6 “How a Content Services Platform Can Help With Contract Management …” QFlow Systems. Accessed 4 November 2022.

7 “Automated Invoice Processing Software.” SER Group. Accessed 4 November 2022.

8 Roul, Rajendra. “49 Malware Statistics Businesses Should Take Seriously.” G2, 29 September 2021. Accessed 3 November 2022.

9 “OpenText Security Cloud.” OpenText. Accessed 4 November 2022.

10 “Collaborative Attorney Document Viewer Software.” NetDocuments. Accessed 4 November 2022.

11 Gartner Survey Finds 1-in-5 Workers Consider Themselves Digital Technology Experts Since COVID-19.” Gartner, 26 April 2021. Accessed 2 November 2022.

12 “Customer Lifecycle Information Management for Financial Services.” OpenText. Accessed 4 November 2022.

13 Hazan, Eric, et al. “Getting tangible about intangibles: The future of growth and productivity?” McKinsey, 16 June 2021. Accessed 10 November 2022.

14 “OpenText Vendor Invoice Management for SAP.” OpenText. Accessed 4 November 2022.

15 See footnote 4.

16 Kapil, Chandra, et al. “Memo to the CFO: Get in front of digital finance—or get left back.” McKinsey, 5 July 2018. Accessed 11 October 2022.

17 2022 HR Tech Survey.” PwC, 3 February 2022. Accessed 5 November 2022.

18 “Employee Information Management | Hyland.” Hyland Software. Accessed 4 November 2022.

19 “HR Automation: How HR Departments Can Benefit from ECM Software.” Naviant. Accessed 4 November 2022.

20 Micca, Peter. “Venture capital fuels health tech industry.” Deloitte, 26 February 2021,. Accessed 5 November 2022.